HRM Workflow Delegations

Human Resources, Notifications, and Recruitment workflows use the approval group setup when determining who should receive workflow notifications. These approval groups allow for one approver per approval or notification level. However, there may be times when the approver is not available. In these instances, you can use the Workflow Delegations to define an alternate user to receive notifications for a specific date or range of dates. You can delegate all workflows and workflow tasks to the same user, or individual workflows and tasks to different users. Users must have security to be a delegate.

Delegation Options

Delegations can be setup in two options in PowerSchool ERP:

• If a user knows that they will be unable to perform approvals and need another user to receive the notifications, they can setup the delegations in e-Forms & Tools > All > Tools > User Preferences. In the Workflow tab, the I am Delegating... section allows the user to designate alternate user for specified workflows and date ranges.

Note

This section of the User Preferences Workflow tab is only available if the user has security to be a delegate.

• If a user is unable to perform approvals unexpectedly or the user who was defined as a delegate is not available, an administrator can create or update the delegation in System Administration > Workflow (Legacy) > Workflow Maintenance > Delegate Maintenance.

Following are the procedures for adding, updating, and deleting human resources delegates through User Preferences and Delegate Maintenance. The procedure for generating the Delegate Information report in the Delegate Maintenance option is also included.

Adding a delegate through User Preferences

1. Select e-Forms & Tools > All > Tools > User Preferences to display the User Preferences Workflow page.
2. In the Workflow tab's Settings section, select one of the following to indicate how the delegate will receive notifications:
   Activities Page - to enable the delegate to access notifications by selecting activities in the Activities panel of the PowerSchool ERP home page.
   Email - to enable the delegate to access notifications by email.
   Both - to allow notifications to be accessed by email and activities.
3. In the Workflow tab, the Start Date and End Date for the delegation. If the end date is not known, leave this field blank.
4. In the Workflow Type field, select the type of workflow that the delegation is for. For details, refer to the Fields section below.
5. In the Workflow Task field, select the task for the associated workflow type.
   You can select individual tasks or select 0-All Workflow Tasks for each workflow type. If you selected ALL-All Workflow Types in the Workflow Type field, the workflow task of 0-All Workflow Tasks will default into this field and cannot be changed. For more information on workflow tasks, refer to Tasks.
6. In the Delegate To field, enter the user login ID of the employee to whom you want to delegate the workflow type and task.
   Use Lookup to display a search for the employee you want to designate as a delegate. Only employees with security to be delegates will display in the search results.
7. Continue to the next row to enter another delegate, or click OK to save.

Updating a delegate through User Preferences

1. Select e-Forms & Tools > All > Tools > User Preferences to display the User Preferences Workflow page.
2. In the Workflow tab's I am Delegating... section, update the desired delegate as needed.
3. Click OK to save the record.

Deleting a delegate through User Preferences

1. Select e-Forms & Tools > All > Tools > User Preferences to display the User Preferences Workflow page.
2. In the Workflow tab's I am Delegating... section, select the desired delegate, and then click Delete Row on the Action Bar.
   The delegate's record is deleted immediately.

Adding a delegate through Delegate Maintenance

1. Select System Administration > Workflow (Legacy) > Workflow Maintenance > Delegate Maintenance to display the Delegate Maintenance page.
2. Click Add New.
3. In the User Login field, enter the user login of the employee who needs to have workflow tasks delegated.
   Use Lookup to display a search page for locating the employee.
4. Complete the Start Date, End Date, and Workflow Type fields. For details, refer to the Fields section below.
5. In the Workflow Task field, select the task for the associated workflow type.
   You can select individual tasks or select 0-All Workflow Tasks for each workflow type. If you select ALL-All Workflow Types, the workflow task of 0-All Workflow Tasks will default into the field and cannot be changed. For more information on workflow tasks, refer to Tasks.
6. In the Delegate To field, enter the user login for the employee to whom you want to delegate the workflow type and task.
   Use Lookup to display a search for the employee you want to designate as a delegate. Only employees with security to be delegates will display in the search results.
7. Click OK to add the delegate.

Updating a delegate through Delegate Maintenance

1. Select System Administration > Workflow (Legacy) > Workflow Maintenance > Delegate Maintenance to display the Delegate Maintenance page.
2. In the Search Criteria section, enter criteria for the user delegation that you want to update, and then click Find.
3. In the List section, select the delegate to update, and then click OK to access the Delegation Information section.
4. Update the record as needed.
5. Click OK to save the record.

Deleting a delegate through Delegate Maintenance

1. Select System Administration > Workflow (Legacy) > Workflow Maintenance > Delegate Maintenance to display the Delegate Maintenance page.
2. In the Search Criteria section, enter criteria for the user delegation that you want to delete, and then click Find.
3. In the List section, select the delegation you want to delete and then click Delete.
4. In the Confirmation dialog, click Yes.

Generating the Delegate Information report

1. Select System Administration > Workflow (Legacy) > Workflow Maintenance > Delegate Maintenance to display the Delegate Maintenance page.
2. In the Search Criteria section, enter criteria identifying the delegates to include, and then click Find.
3. Click Print.
4. In the Print window, specify how to generate the report, and then click OK. The report's default file name is PrintDelegate.rpt.

Fields

User Preferences (Workflow Tab)

Settings Section

I am Delegating... Section

Delegate Maintenance Page